Office Administration Executive

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Job Responsibilities:

• Replenishing office supplies such as refreshments, toiletries, and equipment (e.g., toner for multi-copiers, printers) and ensuring stock levels are maintained.
• Generating purchase orders for non-trade items.
• Reviewing and verifying utility and vendor bills (e.g., TNB, Syabas, TM, Maxis), canteen subsidy bills, carpool allowance, and other related expenses before submitting them to the Finance or Talent Management department.
• Monitoring office-related expenses, maintaining office records and preparing monthly reports.
• Preparing documents for authority submissions (e.g., Syabas, TNB, TM) for new applications or facility terminations.
• Ensuring timely renewal of business licenses/permits and tender certificates for various agencies.
• Coordinating corporate credit card and petty cash reimbursements.
• Issuing mobile corporate lines and petrol cards to eligible associates.
• Overseeing cleaning staff to ensure office cleanliness and managing security guards to maintain office safety and security.
• Assisting with the organization of company events, meetings, and training sessions, including arranging tables, chairs, and refreshments.
• Arranging maintenance for office equipment and managing building cleaning services.
• Overseeing company vehicle maintenance, including inspections, insurance, and road tax, as well as new acquisitions or disposals.
• Addressing building maintenance issues and obtaining quotes from contractors.
• Providing receptionist coverage during absences and managing related duties.
• Coordinating festival hampers and corporate T-shirt orders with HODs and CBC department.
• Organizing and maintaining both electronic and paper office filing systems for easy access to documents.

Key Requirements:

• Minimum Diploma/Degree in Business Administration, Social Science or equivalent.
• At least 1 to 2 years’ relevant experience.
• Strong computer skills and familiar with Microsoft Word, Excel and Power Point.
• Good command of written and spoken English.
• Applicants must be at least 18 years old.
• Possess skills in purchasing, sourcing, selecting and negotiating with suppliers.
• Good communication and inter-personal skills.
• Desirable: Stakeholder management and vendor management experience.

Perks and benefits include Medical, Dental, Sports (e.g., Gym), Parking, Healthcare Plan, Subsidised Meals, Sports & Recreation.